Privacy Impact Assessment - Visionael
Visionael System Overview
The Visionael application, consisting of a database server, Web server, file server, and multiple logical application servers, is an enterprise-class network inventory software application that provides the capability to document and make available in a user-friendly interface an enterprise's telecommunications and call center network data. The Visionael application was purchased to provide PRIME a much more capable way of managing the discovered site infrastructure and network information gathered by the Infrastructure Discovery Teams (IDTs) during the Customer Communications 2001 (CC-2001) modernization project and is now being transitioned to IRS Telecommunications Engineering.
System of Record Number(s)
Treasury/IRS 34.037 IRS Audit Trial and Security Records System
Data in the System
1. Describe the information (data elements and fields) available in the system in the following categories:
A. Taxpayer
B. Employee
C. Audit Trail Information (including employee log-in info)
D. Other (Describe)
A. No taxpayer data.
B. Name, Title, Organization, Email Address, Phone Number
C. Visionael Audit Trail information is kept for changes to objects in the database. Login/logout files are managed by the operating system.
D. Network inventory information including: name of device, location, IP address, subnet mask, default gateway, serial number
2. Describe/identify which data elements are obtained from files, databases, individuals, or any other sources.
A. IRS
B. Taxpayer
C. Employee
D. Other Federal Agencies (List agency)
E. State and Local Agencies (List agency)
F. Other third party sources (Describe)
A. Network inventory information including: name of device, location, IP address, subnet mask, default gateway, serial number
B. No taxpayer data.
C. Name, Title, Organization, Email Address, Phone Number
D. No data from other Federal Agencies.
E. No data from State and Local Agencies.
F. No data from third party sources.
3. Is each data item required for the business purpose of the system? Explain.
Yes, to document IRS’ network infrastructure.
4. How will each data item be verified for accuracy, timeliness, and completeness?
The Visionael System Administrator verifies the employee user registration before it is entered into the system. There is an automatic workflow approval process to ensure accuracy timeliness and completeness of network data.
5. Is there another source for the data? Explain how that source is or is not used. No.
6. Generally, how will data be retrieved by the user?
The user will retrieve the data geographically or by network component. The data will not be retrieved by a personal identifier or other unique identifier. Individual users are limited to their own data using Visionael Studio software. Only System Administrators have access to all data in the database.
7. Is the data retrievable by a personal identifier such as name, SSN, or other unique identifier?
No, the data is not retrievable by a personal identifier.
Access to the Data
8. Who will have access to the data in the system (Users, Managers, System Administrators, Developers, Others)?
System Administrators will have access to all data in the data base. Registered users are limited to their own data using Visionael Studio software.
9. How is access to the data by a user determined and by whom?
Access to the data is determined by the System Administrator based on a registers user’s position and need to know. The System Administrator grants access and privileges to registered users using Form 5081. User access is terminated when it is no longer required.
10. Do other IRS systems provide, receive, or share data in the system? If YES, list the system(s) and describe which data is shared. If NO, continue to Question 12.
No.
11. Have the IRS systems described in Item 10 received an approved Security Certification and Privacy Impact Assessment? N/A
12. Will other agencies provide, receive, or share data in any form with this system?
No.
Administrative Controls of Data
13. What are the procedures for eliminating the data at the end of the retention period?
Visionael is an active database that is automatically updated. The planned retention period for full backups is 6 months. At the end of 6 months, the backup tapes will be degaussed and destroyed per IRM 25.10.1.5.7.4.
14. Will this system use technology in a new way? If "YES" describe. If "NO" go to Question 15. No.
15. Will this system be used to identify or locate individuals or groups? If so, describe the business purpose for this capability. No.
16. Will this system provide the capability to monitor individuals or groups? If yes, describe the business purpose for this capability and the controls established to prevent unauthorized monitoring.
N/A because this is an infrastructure application.
17. Can use of the system allow IRS to treat taxpayers, employees, or others, differently? Explain. No.
18. Does the system ensure "due process" by allowing affected parties to respond to any negative determination, prior to final action? N/A
19. If the system is web-based, does it use persistent cookies or other tracking devices to identify web visitors? No.
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